In the role of Advisor (Document Control), the incumbent manages and supports all aspects of project document and information control, ensuring compliant, efficient and timely management of project documentation and communications, and provides high level administrative, project and contract support to projects within the PRS Branch.

Job details

About the Team/Organisation:
The Passenger Rollingstock and Signalling Branch is delivering and managing rollingstock and signalling projects to meet the growing demand for rail services in south-east Queensland. As part of the branch, you will work on a variety of projects dedicated to demonstrating the government's commitment to expanding its rail footprint to meet south-east Queensland's continued growth.

The Contracts, Performance and Operations team works to provide full governance and oversight of the 75 New Generation Rollingstock Multiple Units and the Wulkuraka maintenance depot ensuring robust contractual, performance and financial outcomes for TMR. We also support other PRS teams with contract management and oversight for major modifications of the Multiple Units such as the European Train Control System, Automatic Train Operations and Platform Screen Doors.

Some of your responsibilities will include:
• Develop, maintain and ensure ongoing compliance with the Project Document Control Management Plan, supporting effective document governance across the full project lifecycle.
• Establish, administer and continuously improve document management processes, systems and workflows to ensure project documents and communications are captured, controlled and managed in a timely and compliant manner.
• Administer and support project information systems and data sources, including TeamBinder, MS Teams, SharePoint and related platforms, ensuring information is accurate, accessible and fit for purpose.
• Coordinate document review, approval, tracking and distribution processes, ensuring version control, auditability and agreed service levels are consistently met.
• Ensure all project documentation and records are securely stored, maintained and managed in accordance with TMR requirements and Queensland State record keeping legislation, policies and standards.
• Provide high level administrative, secretariat and project support, including the preparation of complex correspondence, reports, briefing notes, submissions and committee documentation, and maintaining procedures, databases, filing systems and distribution lists in line with departmental standards.

Requirements of the role:
• Demonstrated knowledge of TMR and Queensland State record keeping legislation, policies and standards, with the ability to ensure compliance across all document and information management activities.
• Proven experience administering and supporting document control systems and collaboration platforms such as TeamBinder, MS Teams and SharePoint, including workflow development and system configuration.
• Strong capability in coordinating complex document review and approval processes, ensuring accuracy, version control, auditability and adherence to quality standards prior to release.
• Experience providing document and administrative support to project and contract delivery activities, including management of project data rooms and interaction with external data systems.
• Well developed ability to prepare high quality correspondence, reports, briefing notes and submissions in accordance with departmental standards and governance requirements.
• Highly organised, with the ability to maintain secure, accessible and well structured document repositories, and provide effective secretariat and administrative support to committees and working groups.

Applications to remain current for 12 months.             

Further information

We are committed to building inclusive cultures in the Queensland public sector that respect and promote human rights and diversity.

Please ensure you download all attachments and follow the instructions on how to apply.

Documents

Before applying for this vacancy please ensure you read the documents below.

• applicant-guide (PDF, 361KB)
  
  
  685764 26 Role Description (Word, 577KB)